Managing Existing Invoices: Printing, Emailing, Attachments, and Corrections

Opening an Invoice

Go to Accounting > Debtors > Invoice Registry.

The upper table shows the existing invoices. Select an invoice from the table to display the invoice details in the lower area.

Depending on your workflow, you can then use the toolbar to print, email, open documents, or edit invoice-related data.

Printing an Invoice With or Without Logo

Invoices can be printed either with the company logo and layout or without logo and graphical elements.

Use Invoice with Logo if the invoice should include the logo and the standard Logistiqo invoice layout. This is usually used when the invoice is sent by email or printed on blank paper.

Use Invoice without Logo if you want to print the invoice on pre-printed company letter paper. In this case, Logistiqo does not print the graphical header or logo.

To print an invoice:

1. Open the invoice.
2. Click Print in the toolbar.
3. Select the required print option, for example:
   • Invoice with Logo
   • Invoice without Logo

Difference Between Print and Batch Print

In Logistiqo, several invoices can be open at the same time.

The currently opened invoices are shown in the detail area on the right side, usually in a table such as Invoice Selected or a similar selected-invoices overview.

The difference is:

• Print: Prints only the currently selected invoice.
• Batch Print / Total Print: Prints all currently opened or selected invoices together in one PDF file.

Use Print if you only want to print the invoice you are currently working on.

Use Batch Print / Total Print if you want to print several invoices together.

Sending an Invoice by Email

To send an invoice by email:

1. Open the invoice.
2. Click Email in the toolbar.
3. Select the required email option, if applicable.
4. Check the email recipient, subject, text, and attachments.
5. Send the email.

The available email options can depend on your system setup and invoice templates.

Sending Attachments With an Invoice Email

You can send documents as attachments together with an invoice email.

Typical examples are delivery notes, signed documents, scanned documents, or other shipment-related files.

There are two common ways to attach documents to an invoice email.

Documents From the Shipment

If a document belongs to the shipment, upload it in the shipment first.

1. Go to Shipments > Shipment.
2. Open the relevant shipment.
3. Click Documents in the toolbar.
4. Upload the required document.
5. In the document window, mark the document as relevant for the invoice if the corresponding option or column is available.

When the invoice is sent by email, the selected document can be included as an attachment.

Documents Uploaded Directly to the Invoice

You can also upload documents directly to an invoice.

1. Go to Accounting > Debtors > Invoice Registry.
2. Open the invoice.
3. Click Documents in the toolbar.
4. Upload the required document.
5. Mark the document as an invoice attachment, if the corresponding option is available.

This is useful if the attachment does not belong to a specific shipment or should only be sent together with this invoice.

Creating an Invoice With an Alternative Invoice Recipient

An alternative invoice recipient can be used if the invoice should not be sent to the main customer company, but to another company stored in Logistiqo.

This can be useful if orders are handled through one customer, but invoices should be sent to a different billing company.

To define an alternative invoice recipient:

1. Go to Contacts > Companies.
2. Select the company for which you want to define an alternative invoice recipient.
3. Open the invoice recipient settings from the available file or toolbar options.
4. Click New.
5. Select the company that should be used as the alternative invoice recipient.
6. If this recipient should be used by default, mark it as preferred.
7. Save the settings.

If the desired invoice recipient does not yet exist as a company, create the company first and then repeat the steps above.

When a shipment is created for a customer with alternative invoice recipients, Logistiqo can show a selection field for the invoice recipient. If one recipient is marked as preferred, it is selected by default.

Taxable and Tax-Free Services in One Invoice

Invoices can contain both taxable and tax-free services.

The VAT handling is controlled through the accounting setup of the service. If a service should be tax-free, the service must use a corresponding revenue accounting template.

To set up a tax-free service:

1. Go to Master Data > Service.
2. Select the service that should be tax-free or create a new service.
3. Activate Override Revenue Account, if required.
4. Select a revenue accounting template that uses a tax-free account.
5. Save the service.

If no suitable tax-free accounting template exists, create or adjust the accounting template first.

To do this:

1. Go to Settings > Accounting > Accounting Templates.
2. Create a new accounting template or select an existing one.
3. Select accounts that use the required VAT setup, for example tax-free accounts.
4. Save the accounting template.
5. Return to the service and assign the accounting template.

When the service is used in an invoice, Logistiqo applies the VAT setup of the assigned accounting template. If taxable and tax-free services are used in the same invoice, the VAT is shown separately according to the invoice setup.

Why Several Invoices Were Created Instead of One Collective Invoice

If several shipments are selected for invoicing, Logistiqo may still create more than one invoice.

This usually happens for one of the following reasons.

Different Payment Conditions

Shipments with different payment conditions cannot be combined into one invoice.

If several shipments are selected and they have different payment conditions, Logistiqo creates separate invoices for the different payment condition groups.

Example:

• Shipment A has payment condition 10 days.
• Shipment B has payment condition 30 days.
• Both shipments are selected for invoicing.

In this case, Logistiqo creates separate invoices because the payment terms are different.

Weekly or Monthly Invoice Settings

If the customer is set up for weekly or monthly invoicing, Logistiqo can split invoices by week or month.

Example:

• Two shipments belong to one week.
• One shipment belongs to another week.
• Weekly invoicing is active for the customer.

Logistiqo can then create two invoices, one for each week.

Collective Invoice Setting Not Active

If the customer is not configured for collective invoices, weekly invoices, or monthly invoices, Logistiqo creates individual invoices even if several shipments are selected.

Check the customer settings if several shipments should be combined into one invoice.

Changing or Correcting an Invoice

Whether an invoice can still be changed depends on your system settings and on whether the invoice has already been exported.

In general, invoices can usually still be edited if they have not yet been exported to financial accounting or to the tax advisor.

Important notes:

• Once an invoice has been exported to accounting or to the tax advisor, it should usually no longer be changed.
• Depending on your configuration, Logistiqo may prevent editing invoices and require correction invoices or credit notes instead.
• Deleting invoice numbers is usually not allowed, because this would create gaps in the invoice number range.
• Customer address data may be updated, but the customer of the shipment itself usually cannot be changed after the invoice has been created.

Updating Shipment Data for an Invoice

If invoice-relevant shipment data has to be corrected, it is often necessary to correct the shipment first and then reopen or resave the invoice.

Typical workflow:

1. Close the invoice if it is currently open.
2. Go to Shipments > Shipment.
3. Use the filter settings if necessary and select All to also find shipments that are already invoiced.
4. Search for the shipment that belongs to the invoice.
5. Correct the shipment data that is still editable.
6. Save the shipment.
7. Go back to Accounting > Debtors > Invoice Registry.
8. Open the invoice again.
9. Check whether the corrected shipment data has been transferred.
10. Save the invoice if required.

If the invoice was already exported or locked by your configuration, changes may no longer be possible directly.

Correcting an Invoice After Export

If an invoice has already been exported to financial accounting, the invoice should usually not be edited anymore.

Depending on your internal workflow, you may need to create a correction invoice, a credit note, or a new corrected invoice instead.

This depends on your accounting process and system configuration.

Important Notes

Before printing, emailing, exporting, or correcting invoices, check the following:

• invoice recipient
• invoice address
• invoice date
• delivery date
• payment condition
• invoice amount
• VAT amounts
• invoice services
• attached documents
• shipment references
• export status
• paid status

If an invoice is already exported, paid, or sent to the customer, corrections should be handled carefully according to your internal accounting process.